Issue: Date: 18/03/2020

SECURITY GROUP UGANDA

Ref: ISO 45001,Clause 8.2
OHS MANAGEMENT SYSTEM
Doc No: SGA-HSE-R026
COVID-19 MGT & BUSINESS CONTINUITY PLAN

CORONA VIRUS MANAGEMENT PLAN & BCP

In January 2020 the World Health Organization (WHO) declared the outbreak of a new coronavirus
disease in Hubei Province, China to be a Public Health Emergency of International Concern. WHO
stated there is a high risk of the 2019 coronavirus disease (COVID-19) spreading to other countries
around the world.

WHO and public health authorities around the world are taking action to contain the COVID-19
outbreak. However, long term success cannot be taken for granted. All sections of our society –
including businesses and employers – must play a role if we are to stop the spread of this disease.

The reality so far is that it cannot be stopped, only slowed down so that the impact on the health
infrastructure is minimized.

Our task is to minimize the exposure of our staff to the virus, whilst understanding that we perform
essential services that have to continue.

As SGA Uganda, we shall take the following measures/actions across our different operational
departments to make sure our staff, clients and all those affected by our activities are not exposed
to the virus and also ensure business continuity.

1. GUARDING

Immediate actions:
• Stop guards signing and handling inspection check lists. This is a disease vector.
• Inform inspectors/supervisors that we are trusting them to report correctly. Any detection of
fraud will result in summary dismissal.
• Any sites where physical body search is to be carried out, guards to be equipped with
appropriate/suitable hand gloves for safety.
• Guards at these sites to be issued with face masks because of the risk of contamination.
NB: A monthly price for these PPE items (including gloves & face masks) shall be
formulated and demand issued to clients to pay in advance.
• The effectiveness of soap is demonstrated in that the soap breaks down the lipid fats around
the virus thus exposing it, In fact, more effective than sanitizers. Accordingly, we propose to
hand washing soap at all guard posts which will allow thorough hand washing and sterilization
with the use of water which should be available on every site.
• We shall demonstrate and encourage hand washing for at least 20seconds.
• To prevent misuse of this facility, guards should be able to show the soap to any
inspector/supervisor or staff member.
• Soap to be issued every 2 weeks as we have determined that, when used for the purpose of
periodic HAND cleaning it should last for this period.
• Soap to be provided in a convenient way for ease of storage by the guards after use.

BCP
• In the event of a quarantine or staff illness, we shall call back annual leave relievers and
mobilize weekly leave reliever. Nelson to evaluate our capacity for this.

1|Page
 Issue: Date: 18/03/2020
SECURITY GROUP UGANDA
Ref: ISO 45001,Clause 8.2
OHS MANAGEMENT SYSTEM
Doc No: SGA-HSE-R026
COVID-19 MGT & BUSINESS CONTINUITY PLAN

• We shall make sure we have the correct telephone numbers for guards so that this can be
managed.
• Where multi guards are deployed at assignments we can consider draw down of numbers to
supplement absenteeism elsewhere in consultation and prior arrangement with the client
• In the event of extensive losses of manpower, we shall revert to alarm response service. We
anticipate that the situation will result in a reduction in CIT volumes and this will in turn free up
additional vehicles for response. We can then increase the response fleet by utilizing CIT
personnel.

2. ALARMS AND RESPONSE

• All Alarm cars to be issued with alcohol sprays/sanitizers which will be used to disinfect the
steering wheel and interior of the cars during handover takeover.
• All Alarm Crews to be provided with hand washing Soap in containers similar to other operators.
• Cars to be provided with a 5 litre jerrican of water which can be refilled from a petrol station
daily to allow the crew to wash their hands regularly.

3. CONTROL ROOM
• Hand sanitizers shall be in place at the door entrance and on tables.
• Regular alcohol spraying of work surfaces, keyboards, machine keypads and door handles.
• Screening of staff before they enter.
• Immediate set up of BCP control Room at Entebbe Branch Office.
• Mobile communication to revert to cellphone for dispatch. List of cellphone numbers for each
alarm car.

BCP
• Create a separate control room, with separate control room capacity for all services (Entebbe
Control room is our BCP Control room)

4. CASH IN TRANSIT

Receiving cash:
• Should be pre-sanitized by clients in accordance with protocols.
• Plastic coated cash should be sprayed with alcohol on arrival and allowed to dry before
handling.
• Loose cash should be de-bundled and placed into cleaning trays and sprayed with alcohol.
• When dry can be counted. Seems to take under 5 minutes.
• Washing machine to be procured to launder overalls daily to reduce contamination.

PPE and use of:

• All staff should wear masks and eye protection.
• Overalls to be washed in washing machine daily at hot setting on site. Each shift to wear
laundered overalls.
• Gloves where possible to be used.
• Hand sanitizer to be placed on each table.

2|Page
 Issue: Date: 18/03/2020
SECURITY GROUP UGANDA
Ref: ISO 45001,Clause 8.2
OHS MANAGEMENT SYSTEM
Doc No: SGA-HSE-R026
COVID-19 MGT & BUSINESS CONTINUITY PLAN

• Alcohol spraying of worktables to be done every 2 hours.

• keyboards, keypads and counting machines to be alcohol cleaned at all times.
• All door handles, locks to be cleaned with alcohol spray.

Cash vans
• To be equipped with hand sanitizers.
• To be equipped with dust masks.
• Cash boxes to be sprayed down before loading.
• Operators to handle cash with gloves.

BCP.
We expect a significant downturn on cash volumes given the slowdown in business due to the
COVID-19. Therefore, it is likely that we will have spare crew and spare vehicles as this situation
evolves.

Significant Manpower Shortages

i. Guarding:

• Initial plan will be to utilize the leave relievers and weekly relievers to cover the shortfall.
• If significant numbers will have been lost, we will have to re-arrange numbers from multi
guard sites to try to cover other sites.
• Prioritizing of manpower allocation will be on the basis of rate and good standing of accounts.
• Any accounts not in good standing will be dropped in order to re-deploy the staff to sites in
good standing.
• Final fall back will be to increase the response fleet by deploying CIT crews and CIT vehicles
using GSM communications where we don’t have radios to provide response to the clients
who no longer have guards.

ii. Cash in Transit

• Initial plan will be to continue with current operations with increased precautionary measures
to avoid contamination.
• As volumes go down and activity decreases, we will be able to stand down surplus capacity
and hold this in reserve for any sickness.
• In addition, if we need any additional response capacity, we can use this pool.

BCP For Support Departments

i. Administration:
• Decentralize and reduce exposure
• Avoid physical staff meetings and make use of video conferencing.
• Where possible, work from home.

ii. Human Resources:

• Initial, take sanitary precautions.
• In the event of an incident, decentralize and reduce exposure.
3|Page
 Issue: Date: 18/03/2020
SECURITY GROUP UGANDA
Ref: ISO 45001,Clause 8.2
OHS MANAGEMENT SYSTEM
Doc No: SGA-HSE-R026
COVID-19 MGT & BUSINESS CONTINUITY PLAN

• Non-essential staff shall go on leave.

• Disciplinary meetings/hearings will proceed for those currently suspended.
• Otherwise in emergency situations, electronic means shall be used. For instance, use of
Starleaf application for group sessions.

iii. Finance & Accounting:

• Omni is not accessible offsite. We are tied to the server.
• We will continue to screen staff and send them home as required on the basis of leave due.
• It may be possible for a core team to provide data from the office for workers off site.
• We may need to mobilize additional laptops for offsite capacity.

➢ Online payments.
• All our banks support online payment system.
• 85% of our CIT clients make online payments
• 70% of our Alarms & Response clients make online payments
• 60% of our guarding clients make online payments
• We urge all other clients to consider making online payments instead of cash and
cheques.
• 95% of our regular suppliers receive online payments from us.
• We shall make use of Mobile Money system for all our suppliers/service providers who
do not do online banking (if any) so as to minimize cash/cheque contact.

➢ Payroll
• All staff salaries are paid online.

➢ Collections
We anticipate a slow down on collections. We anticipate reductions in service demand as
well as businesses shutting down. We shall be very hard on any customer not performing in
terms of payments. We shall warn and withdraw immediately if the account falls out of
required DSO.

➢ Procurement.
• We may face an issue of delayed supply on certain items.
• Technical jobs will drop off so this may not be an issue.

iv. Other:
• Other staff may be required to operate from different sites to avoid cross contamination:
• In certain circumstances, we may arrange transport so that staff are carried in hygienic
transport rather than taxis.

Other Risks and Eventualities that Will Probably Occur:

• Quarantine of SGA Uganda HQ offices and everybody in it.
• Quarantine or illness of key staff
• Restriction of movement of personnel by Government actions.
• Quarantine of areas of town with restricted movements.
• Fuel shortages
4|Page
 Issue: Date: 18/03/2020
SECURITY GROUP UGANDA
Ref: ISO 45001,Clause 8.2
OHS MANAGEMENT SYSTEM
Doc No: SGA-HSE-R026
COVID-19 MGT & BUSINESS CONTINUITY PLAN

• Electricity outages
• Suppliers being unavailable because of their quarantine. (MV spares)

Non-essential Staff

i. Procurement: One to go on leave each week to reduce weekdays.

ii. HR: `Schedule non-essential staff to consume leave.

iii. Finance: Rotation of duties

iv. Operations: Business as usual

v. ER: Business as usual

vi. Payroll: Take 2 weeks off and come back for payroll

vii. IT: Server to be properly installed then can go on leave, but available on call.

Tenders
• Bids Officer to continue in the office
• Other sales staff to operate from the field.
• Reporting online activities.
• Phones to be tracked

Control Room
• Ensure Entebbe BCP Control room is fully functional.

Cash Centre
• Continues with precautions.

Workshop
• Continues as usual.
• Take opportunity of depressed volumes to do vehicle maintenance.

Phillemon Nabeeta
Head Safety & Investigations

5|Page